Transcript TGA Meeting 4/9/2013 - Sponsored Projects Administration

Training Grant Administrators
(TGA) Group
Stephanie Scott
Communications and Outreach Director
SPA
April 9th, 2013
Agenda
• Review the Active Training Grant List
▫ Who is submitting on May 25, 2013 ?
▫ Deadlines differ by IC
• NIH Updates
• Review of NIH Public Access Policy specific to
training grants
• Guest Speakers – SPF and Nursing
▫ Termination Notices
T32 Competitive Deadlines – a review
• Review current Parent Announcement (PA-11-184)
carefully, in particular, the “Related Notices” section:
▫ http://grants.nih.gov/grants/guide/pa-files/PA-11-184.html
▫ Ex., various ICs may decide to stop accepting new T32s
• MUST review the table of IC Specific-Information
▫ http://grants.nih.gov/grants/guide/contacts/parent_T32.html
▫ Ex., NHLBI only accepts new and competing applications once a
year, on January 25th
• The tables are not to be created equally for each IC
▫ Each IC has their own set of table requirements
General NIH Update
• As of today, still no word on NRSA stipend levels
for FY13. Continue to use
NOT-OD-12-033
• Same with the NIH Salary Cap, still must charge
at $179,700 (can use $180,600 for proposals
until further notice)
Public Access Policy and T32s
• The enhanced NIH Public Access Policy takes effect with
budget period start dates of 7/1/2013 or later.
• NIH will delay NGA of non-competing year if
publications resulting from the T32 are not compliant.
• Watch the due date of your progress report! Each IC sets
their own rules for T32s. Not consistent.
• RPPR not available for T32s. Must use paper PHS 2590
forms, and attach PDF report from MyNCBI to
demonstrate compliance with the Public Access Policy.
Special Session on MyNCBI for this
group!
• Monday, April 22nd
• 3:30 pm – 5: 00 pm
• Hammer Health Sciences, LL203
Learn how to use MyNCBI to manage all the
citations resulting from an institutional training
grant.
Faculty, delegates, administrators, and anyone
else given this responsibility are invited to attend.
FAQ - Which citations are applicable to
the policy on a T32?
• Every paper that the PI, trainee, or mentor claims
resulted from the T32 needs to be in PubMed Central
with a PMCID#.
• If the trainee worked on a publication while they were
appointed on the T32, then the T32 supported the paper,
and therefore, needs a PMCID#, even if the paper was
published after the appointment.
• If the paper was accepted for publication PRIOR to
being appointed on the T32, then the paper was not
directly supported by the T32, and therefore, does not
need to be in PubMed Central. It also wouldn’t be
reported on the progress report.
Trainees can help
• Trainees with Commons linked My NCBI
accounts can also link the T32 to their papers
themselves, helping the PI make these
determinations. NIH provided information
about that process at
http://www.nlm.nih.gov/pubs/techbull/ja12/ja1
2_myncbi_new_features.html.
What about Tables 6A & 6B for new
and renewal applications?
• The compliance of publications is not considered
as part of the scientific review.
• However, must address compliance if funded or
NIH may delay issuing the NGA. Could be
addressed during JIT.
• Use MyNCBI to pull past trainee publications for
the tables. Easier than using Google!
xTrain
Terminations
Lorraine Ramos, SPF
Jennifer Crockett, School of Nursing
xTrain
Presentation,
April 9, 2013
xTrain: For Institutional Research Training
& Career Development Awards
• ‘xTrain provides program directors/principal
investigators, university administrators, and trainees the
ability to electronically prepare and submit PHS 2271
Statement of Appointment forms and PHS 416-7
Termination Notices associated with institutional research
training grants, institutional career development awards,
individual fellowships and research education awards.’
xTrain
Presentation,
April 9, 2013
xTrain: For Institutional Research Training
& Career Development Awards
• Since January 1, 2011, the use of xTrain has
been required to electronically prepare and
submit PHS 2271 Statement of Appointment
forms and/or PHS 416-7 Termination Notices.
• http://era.nih.gov/training_career/index.cfm
xTrain
Presentation,
April 9, 2013
xTrain
The train has left the station – are you onboard?

As of January 1, 2011 xTrain is required for all:
▫ T34 (Institutional undergraduate t.g.)
▫ T32,T35,T90, TL1, TU2 (pre & post-doc institutional t.g.)
▫ F30, F31, F32, F33 (fellowships- termination notices only)
▫ T15 (NLM t.g.)
▫ R25, R90 (Research education awards)
▫ K12, KL2, KM1 (Institutional career development awards)
▫ http://grants.nih.gov/grants/guide/notice-files/NOT-OD10-072.html
xTrain
Presentation,
April 9, 2013
xTrain Forms
What forms are to be processed through
xTrain?
▫ Statement of Appointment (PHS 2271)
▫ Termination Notice (PHS 416-7)
▫ Payback Agreement (PHS 6031)
 NOTE: must download form, complete, print, sign and
mail form back to NIH
http://grants.nih.gov/grants/forms.htm
xTrain
Presentation,
April 9, 2013
xTrain Roles

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Program Director/Principal Investigator (PD/PI)
▫ Person responsible for the overall training program.
Authorized to submit Appointments, ReAppointments and Amendments for Columbia
PD/PI Delegate (ASST)
▫ Person authorized to perform on behalf of the
PI/PD, except for Appointments
▫ ASST role in Commons
xTrain
Presentation,
April 9, 2013
xTrain Roles (cont)


Trainee
▫ Appointee on a training grant
Business Official (BO)
▫ Person with signature authority for Columbia
University (SPF)
 Role currently designated for all SPF Project Managers
 BO selected should be your SPF Project Manager
xTrain
Presentation,
April 9, 2013
Who Does What?
• Statement of Appointment Form (PHS 2271)
▫ Prepared and submitted by PD/PI, ASST, and Trainee
• Termination Notice (PHS 416-7)
▫ Prepared by PD/PI, ASST, and Trainee
▫ Reviewed and approved by BO (SPF)
• Payback Agreement (PHS 6031)
▫ Prepared and submitted by Trainee
 downloads, prints, gets appropriate signatures, and sends
in the mail
• Need eRA Commons ID? Contact SPA at
infoedhelpdesk@columbia.edu
xTrain
Presentation,
April 9, 2013
Termination Process

eRA Commons
▫ Automatically sends notifications to Business Official (BO) of
pending/due/overdue Termination Notices

PD/PI Delegate
▫ Prepares and submits the following to SPF for review:
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the Statement of Appointment (PHS 2271),
Termination Notice (PHS 416-7),
Payback Agreement (PHS 6031),
DARTS/ARC Report showing the detailed salary information, and
any other supporting documentation
Business Official (SPF)
▫ reviews the xTrain forms and other supporting
documentation submitted by the Department
▫ approves the TN through the eRA Commons Portal
xTrain
Presentation,
April 9, 2013
xTrain Email Notifications
Subject: xTrain: Trainee Termination Notice for
Trainee Name: Action Required
Trainee Termination Notice Form was just routed to you for further
processing. The following comment was entered: Termination
Notice for Trainee Name (modified termination date of
mm/dd/yy) Please login to eRA Commons
https://commons.era.nih.gov/commons/, click on xTrain menu,
and you will see a list of grants/appointments. Click Process TN
link to view the enterable form and utilize the action buttons at the
bottom of the screen to further process the form.
xTrain
Presentation,
April 9, 2013
xTrain Email Notifications (cont)
Subject: eRA Commons - xTrain: The fellowship end date
has passed
The Fellowship period for the above Fellow(s) has ended.
Please login to eRA Commons
https://commons.era.nih.gov/commons/, click the xTrain menu,
locate the Fellowship award and submit a Termination
Noticeterminate the Fellowship.
xTrain
Presentation,
April 9, 2013
xTrain Email Notifications (cont)
Subject: xTrain: Action Required
Termination Notice for the above Trainee was just routed to you
due to Program Director inactivity for the past 14 days.
Please login to eRA Commons
https://commons.era.nih.gov/commons, click xTrain menu,
locate the grant/trainee and click Process TN link. The system
will take you to the enterable Termination Notice Form. Use
action buttons on the bottom of the screen to further process
the form.
xTrain
Presentation,
April 9, 2013
xTrain Email Notifications (cont)
Subject: xTrain: Termination Notice Form: DELETED
Termination Notice Form was deleted.
(SPF does not have the capability to delete a termination notice –
done by department only).
---------------------------------------------------------------------------Subject: eRA Commons - xTrain: Termination Notice
Form: Recalled
Trainee Termination Notice form was recalled. The following
comment was entered for this action: Need to fix BO and have PI
sign.
xTrain
Presentation,
April 9, 2013
Common Issues

E-Signatures
▫ Termination notices must include both the trainee and the
PI/Mentor/Sponsor/Program Director e-signature
 The xTrain delegate should never be signing for the
PI/Mentor/Sponsor/Program Director

Supporting Documentation
▫ Termination notices cannot be approved until SPF has
received all supporting documentation.
 Copy of the Statement of Appointment
 Copy of the Termination Notice
 Copy of the DARTS/ARC Report showing the detailed salary
information
 *Be sure to select your SPF Project Manager as the BO in the xTrain
system
xTrain
Presentation,
April 9, 2013
Common Issues (cont)

Stipend Totals
▫ Stipend totals reported on the termination notice
should be consistent with the amounts on the Statement
of Appointment and the DARTS/ARC Financial
Report(s)
xTrain
Presentation,
April 9, 2013
xTrain References
• http://era.nih.gov/training_career/index.cf
• Includes information on:
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User guides
Documentation
xTrain training and communications
eRA commons demo site
NIH Forms and applications
Kirschstein-NRSA Stipend History
Guide Notices
Contact Information for NIH
xTrain
Presentation,
April 9, 2013
Questions?
xTrain
Presentation,
April 9, 2013
Contact Information
Lorraine Ramos, Sr. Project Manager
Sponsored Projects Finance
ll150@columbia.edu
Jennifer Crockett, Director,
Grants Management Office,
School of Nursing
jc3737@cumc.columbia.edu